Treatment Terms & Conditions

Welcome to the bodytonic clinic treatment terms. On this page, you can find and read the treatment terms and conditions that apply to the discounts, free consultations, appointment duration and insurance etc. For further terms and conditions click here.

LATE NOTICE POLICY / CALENDAR MAXIMISATION

We operate a strict 24-hour LATE NOTICE POLICY on behalf of our practitioners.
- Deposits: Certain treatments or conditions require a non-refundable deposit at the time of booking to secure your appointment.
- Cancellations & No-Shows: For cancellations, appointment changes made with less than 24 hours’ notice, or if you do not turn up for your appointment (no-show), you will be charged 100% of the appointment fee.
- How this is processed: In these instances, any non-refundable deposit already paid will be forfeited, and the remaining balance of the full treatment fee will be automatically charged to your secure card on file. This applies to all bookings, including insurance-funded sessions.
Please note that if you do not specify a preferred practitioner when booking, our system may reallocate your treatment to another practitioner to maximise appointment availability within the diary.
MULTI-SERVICE BOOKINGS: To ensure clinic availability and protect our practitioners’ schedules, all bookings consisting of more than one service (multiple appointments) require full prepayment to secure your time slots. After booking online, our team will contact you via email with a secure payment link. We kindly ask that this is settled within 24 hours to prevent your appointments from being automatically released. These prepayments are subject to our 24-hour late notice policy.

WEEKEND SUPPLEMENT

To ensure we can maintain full practitioner availability and high-quality care during our peak times, a £5 Weekend Supplement applies to all individual Saturday appointments at our Canada Water and Stratford clinics.
This supplement is a fixed convenience fee and is not subject to percentage-based discounts.
Course Exemption: This supplement does NOT apply to treatments redeemed as part of a pre-paid Course. Choosing a Course provides the best value for weekend care.

10% DISCOUNT (WELCOME Discount)

Note: The 10% discount applies to the base treatment rate only; the £5 Weekend Supplement is a fixed fee and is not discounted.
Book online and receive 10% OFF on your 1st Massage, Cupping, Waxing or Facial treatment at bodytonic clinic (cannot be used in conjunction with any other offer). Please note: the WELCOME discount applies to the base treatment rate only; the £5 Weekend Supplement is a fixed fee and is not discounted
Only one 10% discount per patient is allowed which is your 1st treatment (Massage, Cupping, Waxing or Facial) treatment.
Discounts not available on Osteopathy, MSK Physiotherapy, Chiropractic, Shockwave Therapy, Men’s Health, Podiatry and Foot Health, 1-2-1 Pilates, Laser Hair Removal or medical treatments.

£5 WAXING DISCOUNT

Book additional waxing treatments as combinations and each additional treatment gains £5 discount (cannot be used in conjunction with any other offer)

INFLUENCER COLLABORATIONS, GIFTING & SOCIAL MEDIA POLICY
Bodytonic Clinic does not offer gifted treatments, complimentary sessions, or discounted rates in exchange for social media content, reviews, influencer marketing, filming, or endorsements across any platform (including TikTok, Instagram, YouTube, Meta, or personal blogs). All treatments are provided strictly on a full-fee clinical basis.

IN-CLINIC PRIVACY, RECORDING & SMART TECHNOLOGY
To protect strict patient confidentiality and privacy (UK GDPR), no unauthorised video recording, audio recording, photography, or live-streaming is permitted anywhere on Clinic premises. This prohibition applies to all devices, including mobile phones, cameras, and wearable recording technology (such as Meta glasses or smart eyewear). Recording consultations or treatment sessions without express written management authorisation is strictly prohibited.

UNAUTHORISED MEDIA MISCONDUCT & TRESPASS
Unauthorised filming, audio recording, or use of wearable recording technology constitutes a material breach of clinic policy and invalidates consent to care. Bodytonic Clinic reserves the right to terminate the appointment immediately, require the deletion of any captured footage, and refuse future care. Any individual who fails to immediately cease recording or leave the premises upon request by Clinic staff shall have their access revoked and will be treated as a trespasser, subject to immediate removal and legal action where necessary.

£5 WAXING DISCOUNT

FREE Phone / Video Consultations (Up to 15 Minutes)

Phone consultations must be booked via our dedicated online consultation booking page. Consultation calls are conducted via telephone or video by our clinical team.

FREE MSK Phone Consultation (Osteopathy, MSK Physiotherapy, Chiropractic): Discuss your musculoskeletal symptoms, ask questions, and determine the most appropriate clinical treatment pathway prior to booking hands-on care.
FREE Men’s Health Phone Consultation: One of our team will discuss the different options with you. During this call, you will be asked a series of questions to ascertain the next steps.

Please note: In-person physical examinations and hands-on treatments are not conducted during phone calls. If hands-on care is required, our team will book you directly into an in-person Initial Assessment & Treatment session at our Canada Water or Stratford clinic.

SPECIALIST & IN-CLINIC FREE CONSULTATIONS

We offer specialised 15-minute consultations across select clinic services. Please allow up to 15 minutes for these sessions.

FREE In-Clinic MSK Consultation (Osteopathy, MSK Physiotherapy, Chiropractic, Shockwave Therapy, 1-2-1 Pilates): If you would like to proceed with treatment immediately after your FREE consultation session, additional time for treatment can be booked into the calendar.
FREE Foot Health Consultation: One of our qualified and registered Foot Health Professionals will assess which treatment is needed and discuss this with you.
FREE Beauty Consultation: One of our qualified and registered Beauty Therapists will assess which treatment is needed and discuss your skincare journey.
FREE Laser Consultation: One of our qualified and registered Beauty Therapists will discuss which treatment is suitable for you. A FREE patch test will also be carried out during this consultation as a requirement for further laser hair removal treatment.

Note: Discounts are not available on Osteopathy, Physiotherapy, Chiropractic, Shockwave Therapy, Podiatry and Foot Health, 1-2-1 Pilates, Laser Hair Removal or medical treatments.

OUR TIERED PRICING STRUCTURE

At Bodytonic Clinic, we offer a tiered pricing system based on experience and expertise. This allows you to choose a practitioner who best suits your needs while ensuring high-quality care across all levels. MSK & Beauty/Massage Tiers are structured into three main levels: Practitioner, Senior Practitioner and Consultant Practitioner
Each practitioner has undergone extensive training, and our senior and consultant-level team members bring additional expertise and experience. By offering a structured pricing system, we ensure clarity, consistency, and access to the right level of expertise for every client. If you have any questions or need guidance on choosing the right practitioner, feel free to contact us.
Please note that in addition to our tiered practitioner rates, a flat £5 supplement applies to all Saturday bookings to account for peak-time operational costs.
Saturday Note: In addition to tiered rates, a flat £5 supplement applies to individual Saturday bookings to account for peak-time operational costs (Excluding Courses).

APPOINTMENT DURATION

Total appointment time includes consultation, undressing, dressing and treatment. If you require additional time or special arrangements, please contact us before booking so we can arrange additional time for your appointment.
Appointment time maybe less during Osteopathy, MSK Physiotherapy, Chiropractic, Shockwave Therapy, Foot Health, Laser Hair Removal or medical treatments due to treatment provided, conditions and contraindications.
1st MSK (Osteopathy, Chiropractic and Physiotherapy) appointments can be up to 45 minutes in duration so please allow for this time.
Continuation (Osteopathy, Chiropractic and Physiotherapy) appointments can be up to 30 minutes in duration so please allow for this time.

FREE CONSULTATION

FREE in clinic Consultation (Osteopathy, MSK Physiotherapy, Chiropractic, Shockwave Therapy, 1-2-1 Pilates) If you would like to proceed with treatment immediately after your FREE consultation session, this is no problem as an additional time for treatment is booked into the calendar for you.
- Free consultation can be up to 15 minutes in duration so please allow for this time.
- If you proceed to an appointment – total consultation and appointments can be up to 45 minutes in duration so please allow for this time.
FREE Phone Consultation (Men’s Health) One of our team will discuss the different options to you.
- - Free consultation can be up to 15 minutes in duration so please allow for this time.
  - During this call you will be asked a series of questions to ascertain the next steps.
FREE Foot Health Consultation: One of our qualified and registered Foot Health Professionals will assess which treatment is needed and discuss this with you. This is a great opportunity to speak to one of our specialists.
- - This appointment can be up to 15 minutes in duration so please allow for this time.
FREE Beauty Consultation: One of our qualified and registered Beauty Therapists will assess which treatment is needed and discuss this with you. This is a great opportunity to speak to a skincare specialist and discuss your skincare journey!
- This appointment can be up to 15 minutes in duration so please allow for this time.
FREE Laser Consultation: One of our qualified and registered Beauty Therapists will discuss which treatment is suitable for you. A FREE patch test will also be carried out during this consultation as a requirement for further laser hair removal treatment.
- - This appointment can be up to 15 minutes in duration so please allow for this time.
Discounts not available on Osteopathy, Physiotherapy, Chiropractic, Shockwave Therapy, Podiatry and Foot Health, 1-2-1 Pilates, Laser Hair Removal or medical treatments.

INSURANCE

Insurance: Our Osteopathy, Chiropractic MSK Physiotherapy practitioners accept insurance from most companies, some of these are BUPA, AXA PPP and Vitality. Always check with your insurance provider to ensure you are covered for the correct treatment type with the correct practitioner. Currently Chiropractic is only covered with AXA.
Insurance companies also cover other treatments that we provide. Please check with your insurance before booking a treatment in the clinic in order to be able to claim with your insurance provider.

SECURE CARD ON FILE POLICY

To secure your appointment and protect our practitioners’ time, Bodytonic Clinic now requires a valid payment card on file for all bookings.

Please be assured that no payment is charged at the time of booking (unless a specific treatment deposit is required), and your details are fully encrypted and securely stored in our system.

What This Means for You

A Seamless Checkout: Enjoy a frictionless experience. After your treatment, you can simply leave without waiting at the reception desk to process a payment.
Better Appointment Availability: This policy significantly reduces late cancellations and no-shows. By keeping our calendar accurate, we can offer more last-minute availability to patients who urgently need care.

For Patients Using Private Health Insurance

We proudly collaborate with major insurers (AXA, Aviva, Bupa, and Vitality) to offer “Direct Billing” on your behalf. To provide this seamless service, a card on file is required to manage the following scenarios:

Policy Shortfalls & Excesses: Because clinics do not have access to your private policy terms, benefit limits, or excess amounts, a card on file allows us to efficiently manage any remaining balance your insurer does not cover.
Payment Delays or Denials: If an insurance company denies a claim or delays a payment request, we will advise you of the outstanding balance. Having your card on file allows us to resolve these billing issues quickly so we can keep our focus entirely on your clinical care.
Late Cancellations & No-Shows: Insurance companies do not cover fees for missed appointments. Per insurer guidelines, any late cancellation or no-show fees are the patient’s direct liability and will be processed using the card on file.

Have questions about your coverage? Because we cannot see your specific policy details, we kindly ask that you contact your insurance provider directly with any questions regarding your benefit limits, excesses, or terms.

WELLNESS COURSES

Our Osteopathy, MSK Physiotherapy, Chiropractic, 1-1 Pilates, Podiatry and Foot Health, Massage,Manual Lymphatic Drainage Massage (MLD/ LDM)and Facial healthcare courses are discounted treatment courses. These courses are valid for six months from the date of purchase and are non-transferable and nonrefundable.
Our Shockwave Therapy healthcare plans are discounted treatment courses. Six treatments are discounted Shockwave courses are valid for six months respectively from the date of purchase and are non-transferable and nonrefundable.
Our Laser Hair Removal courses are no longer available.